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HomeMy WebLinkAbout10A - CR 21 and Arcadia Avenue IntersectionPLO U 4646 Dakota Street SE 11\11 Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: DECEMBER 6, 2010 AGENDA #: 10A PREPARED BY: STEVE ALBRECHT, DIRECTOR OF PUBLIC WORKS PRESENTER: STEVE ALBRECHT AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING EXECU- TION OF THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE COUNTY ROAD 21 AND ARCADIA AVENUE IN- TERSECTION IMPROVEMENTS DISCUSSION: Introduction The purpose of this resolution is to consider proposals and authorize the Mayor and City Manager to execute the City's Standardized Professional Services Contract for the CR 21 and Arcadia Intersection Improvements. History In 2005 Scott County and the City of Prior Lake adopted the CR 21 Corri- dor Study completed by Scott County. This study identified several im- provements necessary to maintain adequate access to the Prior Lake downtown as traffic volumes are expected to increase from about 10,300 to more than 27,000 by 2030. The study identified that at some point in the future Main Avenue would become a right in right out access only and ef- fectively separate the north and south segments of downtown. A fully sig- nalized access would be provided at Arcadia Avenue which provides great- er stacking distance from TH13 than does Main. Additionally a % access would be provided at Pleasant Street from TH 13. In 2008 the City of Prior Lake completed a feasibility study for improvement of the Arcadia Intersection. The study identified a total estimated construc- tion cost of $2.1 million plus right of way and project costs. The total project cost is estimated to be $2.675 million. In 2009 Scott County began construction of the CR 21 extension between CR 42 and TH 169. It is anticipated that the project will be completed by the end of 2011. The City of Prior Lake prioritized the Arcadia Avenue Intersection improve- ments for design in 2010 and construction in 2011 as part of the 2010 -2014 Capital Improvement Program. The City also made a funding request to Scott County for the project. The County identified $750k of funding in 2011 for project construction. Based on tax levy bonding concerns the City deferred the design and right -of -way acquisition costs to 2011. In the Summer of 2010 the City Council authorized completion of an alter- native alignment analysis for CR 21 through downtown Prior Lake. The alignment design study has been completed however the economic impact CADocuments and Settingslcgreen\My Documents\SharePoint Drafts*cadia.doc study is being updated and is expected to be completed in December or January. Current Circumstances The Realignment Study is still underway; however the final outcome does not impact the need for the improvements at Arcadia which are the subject of this agenda item. The final report will detail four alternatives 1) Do Noth- ing, 2) 2005 Corridor Study Option, 3) Bridge Option or 4) CR 21 Realign- ment. The following table summarizes the options: Option Description Lead Arcadia Acadia Notes Agency Timeline Construction ears 1 Do Nothing County 10+ Permanent This will most likely re- sult in Main Avenue being closed in advance of any projects to full access. 2 2005 Study City <1 Permanent 3 Bride City <1 Permanent _ 4 Realignment City <1 Temporary The Arcadia signal will be temporary and relo- cated in the future. Options 1, 2 and 3 will ultimately result in the Arcadia Avenue Intersection Improvements being completed as proposed in the 2005 Corridor Study. Option 1 would result in a delay of the Arcadia Avenue improvements until completed by Scott County which is not planned at this time. Based on their current Transportation Plan the project would most likely not occur for at least 10 years at which time the City would share in the project costs for Arcadia at a smaller ratio most likely. This option will most likely result in the closing of full access at Main Avenue prior to the project and the re- striction of access to the downtown. Option 4 will also most likely not occur in the next ten years due to signifi- cant funding needs for both the City and County. This project due to right of way acquisition will require a substantial project development period of 3 -5 years. In order to keep adequate access to the downtown the Arcadia Intersection Improvements are still required. However the improvements will be of a temporary nature and therefore the signal components and po- tentially the turn lanes and medians would be constructed in a temporary manner. Under this option streetscape (sidewalk, landscaping etc.) im- provements will also be limited. The survey and design of the project other than incorporation of the tempo- rary signal, turn lane /median improvements and reduced streetscape de- sign is the same for all options. The City Council has previously programmed Option No. 2 and planned for its construction in 2011 to mitigate impacts of increased traffic on down- town Prior Lake. In order to have the flexibility to have the traffic signal op- erational by the end of 2011 it is necessary to proceed with certain ele- ments of the design at this time. This project will require property and right of way acquisition that when combined with design, bidding and construc- tion schedules requires the City to move forward at this time if the intention is to proceed in 2011. 2 In order to provide the best value to the taxpayers the City has solicited proposals from 3 consultants in the City's Professional Services Pool to complete the project. All three consultants are qualified to complete the project. The proposals include phases which will allow the City Council to approve segments of the design and construction process as the project proceeds. The following proposals have been received. Consultant: SRF WSB Bolton & Menk Ph. 1: Survey $12,800 $6,505 $18,782 Ph. 2: Design & ROW $110,200 $158,194 $120,198 Ph. 3: Construction $150,640 $98,712 $104,018 Reimbursable $8,900 Total $282,540.00 $263,411.00 $242,998.00 Proposal /Team Rankin 3 1 2 Staff has reviewed the submitted proposals and on a strictly cost basis the proposal submitted by Bolton & Menk is the most affordable. The WSB proposal provides the lowest initial cost prior to proceeding with design of the project. A review of the proposed design teams yielded a slight edge in recommen- dation to WSB due to the strong Water Resource Staff and in -house right of way and easement acquisition services. The Bolton & Menk proposal uti- lizes Wilson Development Services for right of way and easement acquisi- tion services. Scott County Staff has indicated both firms can adequately provide the needed land acquisition services to the City. The County has worked with both WSB and Wilson of the Bolton & Menk team. The SRF design proposal included a cost for right of way and easement acquisition that appears to be too low based on past City experience with similar projects and SRF. The proposal does include additional construc- tion time that may not be required when compared to the other proposals so the net adjustment is most cost neutral. State Statute does not require the City Council to award Professional Ser- vices Contracts to the lowest cost provider. The City Council can deter- mine the best value and award the contract accordingly. Conclusion All three consultants are very qualified and can adequately complete the project for the City. WSB provides the lowest initial cost and best overall design team. Bolton & Menk provides the best overall project value through construction and also proposed a very qualified design team. City Staff believes either WSB or Bolton & Menk will do an excellent job for the City. The City Council should determine whether the additional cost of $20k for the WSB proposal is warranted. If the additional cost is not deemed war- ranted it is appropriate to contract with Bolton & Menk for completion of the project. 3 ISSUES: If the City wishes to have the intersection functional in 2011 the City Coun- cil should proceed with award of a Professional Services and authorize completion of the Phase 1 Survey Services. If the Council determines that the Arcadia Intersection Improvement design should be delayed until the realignment economic impact study is complet- ed it is still recommended that the survey portion is completed. Whether or not the City proceeds with the Arcadia project or pursues a long term rea- lignment option, the survey is needed along with the right of way and prop- erty acquisition. Scott County has allocated $750,000 for construction of this project in 2011. The County has inquired several times as to whether the City will proceed as they have other funding needs. Should the City elect not to proceed in 2011 the County will most likely reallocate the funding to other priorities outside of Prior Lake. Since there are numerous contingencies and timing considerations associ- ated with this project, the contract will be written to protect the city as ap- propriate. Even in the unlikely event that this project never proceeds, the data prepared by the survey will facilitate the city's ability to officially map certain downtown roadways which will assist us in the ability to acquire cer- tain parcels at such time that they become available or as the project is ini- tiated. FINANCIAL IM- The estimated consultant cost prior to receiving the proposals was PACT: $275,000. Both WSB and Bolton & Menk proposals are below the esti- mated cost. The funding to initiate the survey and complete the project design is availa- ble from the Construction fund. ALTERNATIVES: 1) Approve a resolution Authorizing the Mayor and City Manager to execute a Professional Services Contract with Bolton & Menk or WSB as determined by the city council.. 2) Table this item and provide additional direction to City Staff. 3) Deny this item and provide additional direction to City Staff. RECOMMENDED No.1 MOTION: R i wed y: Frank Boyl , it Manager 4646 Dakota Street SE Prior Lake. MN 55372 RESOLUTION 10 -xxx RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE THE CITY'S STANDARDIZED PROFESSIONAL SERVICES CONTRACT FOR THE COUNTY ROAD 21 AND ARCADIA AVENUE INTERSECTION IMPROVEMENTS Motion By: Second By: WHEREAS, The 2011 -2015 Capital Improvement Program identifies improvement of the County Road 21 and Arcadia Avenue Intersection Improvement Project for Construction in 2011; and WHEREAS, In order to allow for construction in 2011 it is necessary to begin certain phases of design at this time; and WHEREAS, The County Road 21 extension to TH 169 is expected to open late in 2011 and traffic volumes on County Road 21 in downtown Prior Lake are expected nearly triple over the next 20 -30 years impacting downtown accessibility; and WHEREAS, The City does not have the in house expertise or resources to design and oversee construction of the improvements in 2011; and, WHEREAS, The City solicited a proposal for design and construction management services Consultant: SRF WSB B olton & M _ Ph. 1: Survey $12,800 $6,505 $18,782 Ph. 2: Design & ROW $110,200 $158,194 $120,198 Ph. 3: Construction $150,640 $98,712 $104,018 Reimbursable $8,900 Total $282,540.00 $263,411.00 $242,998.00 Proposal/Team Ranking 3 1 2 ; and, WHEREAS, The best proposal and lowest initial cost proposal was provided by WSB and the best overall value proposal was provided by Bolton & Menk; and WHEREAS, The City has worked with both consultants and anticipates that either would do an excellent job for the City. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. XXXX is hereby authorized to provide professional design and construction services for the County Road 21 and Arcadia Avenue Intersection Improvement Project in the amount of $xxxxx. 3. XXXX is authorized to precede with Phase 1 design services, 4. The Mayor and City Manager are authorized to execute the City's Standardized Professional Services Agreement with XXXXX on behalf of the City. 5. Funding for these engineering services will be drawn from the Construction Fund Account #501- 48372- 502. PASSED AND ADOPTED THIS 6TH DAY OF DECEMBER 2010, YES NO M ser M ser Erickson Erickson Hedberg Hedber Keeney Keene Millar Millar Frank Boyles, City Manager 2